Event Management; sounds like quite an intense and wide concept right?
Event management involves planning, organizing, executing, and managing live events, like exhibitions, conferences, brand launches, concerts, personal functions, etc. The entire process consists of the organization process; personal or professional. It involves product launches, weddings, exhibitions, etc. Right from planning, financing, strategizing and executing, event management has proven to be an important area evolving over the years along with the increasing opportunities.
We tell ya, it’s no cakewalk!
Bringing together a team with clearly defined responsibilities for all aspects, mainly unexpected crises, is the real challenge.
Events can get really unpredictable and would need you to make some quick, wise decisions based on your knowledge of the process and alternatives. Decision-making is one of the main and most important skills of any event manager.
Event management comes across as quite a daunting process for any individual or committee organizing an event for the first time. While the type and scale of events can vary, the root principles of event management remain the same.
Following is a checklist you can untick for an effortless and smooth event.
Table of Contents
Planning
- Event plan
- Event overview
- Event objectives
- Event description
- Budget
- Timeline
- Target audience
Operations
- Police contact
- Health and safety permits
- Emergency access
- Insurance
- Permits
- First-aid service and ambulance for emergencies
- Cleaning of the venue
- Parking
- Security
- Transport
- Risk management
Consultation from stakeholders
- Planning a meet
- Briefing before the event
- Consultation register
Planning the event
- Select a venue
- Site plan
- Information center and communication¨
- Power and lighting
- Catering and water
- Fencing
- Washrooms
- Ticketing
- Vehicle access
- Entry and exit information
- Seating
- Invitations
- Media releases
- Contract suppliers
- Event schedule
- Promotions
- Sponsorship and merchandise
- Alcohol permit management
- Beverage options
- Alcohol consumption areas
- Minors
- BYO and BYO events
Major events can be categorized as follows:
Leisure events: This diverse field involves managing recreation centers, sports grounds and parks, and entertainment venues. Managing concerts, festivals or any sporting contests also falls under this category.
Such an event manager focuses on incorporating value, improving the experience of event guests. This can be achieved via simulators or screen and sound systems in cinemas. These measures can be delivered through work procedures and methods of customer communication, to enhance the service quality, customer flow and circulation. This might involve ticket purchasing, automatic entry, sightlines and signage, other similar technologies that underpin the structure of an event.
Cultural events:
Cultural events enrich the cultural standing of the city in which they are held. These event managers, every year, plan innovative cultural programs and events and advertise and supervise them from start to finish. Cultural managers, deliver events that appeal to the public. Major skills in fundraising, budgeting, and public relations are required. Following a strict plan while adhering to safety rules and yet, making a profit is the main aim. Cultural event managers have tight budgets and work with volunteers and freelance contractors. These events are majorly linked to the well-being of the community.
Personal events: Countless details like catering, venue, guest list, décor designing need to be managed and taken care of. Nowadays, event management companies deal with indoor as well as outdoor events. The company discussed with the client regarding the exact details, organizing the event in line with the customer’s budget. Venue booking, entertainment, planning if the venue, marquee erecting, all are included in personal event services.
Also, there can be cases where the client offers the company only on a part of event management. For example, only the entertainment or only catering or décor. They might go with other dealers who specialize in any specific …
The division of labor is generally decided by the budget or in some cases, the customer’s relative expertise.
Organizational events: Organizational events include charitable and commercial events, political and sales events, product launches, etc. Hosting an all-day event for thousands of people requires entertainment, catering, and accommodation arranging for all the guests. Event staff need to be recruited, a room to host the event, seating arrangements, etc. needs to be determined and needless to say, an event budget has to be established. An organizational events management company would have expertise in all of these areas.
Such companies do much more than just organizing the event. They build out communication, marketing, and branding strategies by understanding all the technical and creative factors that are included in making the event a hit success.
Prism Digital, one of the most experienced event management agency and PR Agency in Dubai, holds a strong commitment to results and believes in enhancing and boosting your brand in a way that it stands above your competitors in the market.